Preparing and distributing meeting minutes promptly is important so everyone knows who is doing what, and when. Contract Management automates the task of listing a meeting's business items; it even starts off with last week's agenda so you do not overlook any open items. As items are resolved, Contract Management crosses them off the list. It makes copies for everyone at the meeting and even for those who just want to know what happened.
Use the Meeting Minutes document window to Add a Meeting Minutes Document, review a meeting, and edit information about a meeting. You can also add business items and meeting attendees from this window.
Buttons, Drop-Down Lists, Icons, and Links:
Edit Document
Click to edit the document.
If you clicked Edit Document 
, Edit Document - High Priority 
, or Edit Document - Low Priority 
, the document is already in edit mode, and the Edit Document button does not display.
Spelling 
Click to spell check the document.
This displays when you are in Edit mode.
Print Form 
Click to print a form.
Print Preview 
Click to display the page that will be printed.
Select an action
Click to display the list of actions you can perform on the current window.
Transmittals Queue
Click to display the items in the Transmittals Queue. From there you can select the create or remove functions that you want to perform on a transmittal.
User Productivity Kit
Click the User Productivity Kit link to launch the User Productivity Kit (sold separately), which you can use to view context-sensitive tutorials specific to the page you are viewing.
The Applicable Content checkbox will be marked. If specific tutorial content exists, select the appropriate link to display it. If specific tutorial content does not exist, clear the Applicable Content checkbox to choose from the list of available general tutorials.
Meeting Minutes Log
Click to return to the log window.
Control Center
Click to return to the Workspace.
Use the following tabs to record meeting details. The information is based on edit mode.
General tab:
Subject
Enter a brief summary of the purpose of the meeting.
Number
Each time you add a new meeting, Contract Management automatically increments this number by one. You can edit this number.
Status tab:
Ball in Court
The person responsible for this item.
Priority
The priority level for this item, which will appear in the BIC’s Action List.
Approved?
Yes indicates that the meeting minutes are an accurate description of the meeting and are approved. Minutes are generally approved after sending the document to the attendees and getting their comments. Click Approve and Save after entering the Approved By information to approve the meeting minutes document.
Approved By
Click Select to open the Select Contact Dialog Box to choose the contact (and company) who approved the meeting minutes, and the date of approval.
This Meeting tab:
Date
Contract Management automatically supplies the current system date for new documents. Click the calendar icon to select a different date from the pop-up calendar.
Time
Specify the time the meeting began.
Location
Specify the place where the meeting occurred.
Coordinator
The coordinator of the meeting. Click to open the Select Contact Dialog Box to choose the contact who coordinated this meeting.
Note: The contact entered in this field is entered in the Ball in Court field if it is blank.
Contract
If there is a contract associated with this meeting, click browse 
to open the Select Contract Dialog Box to choose it.
Change Management Number
If you initiate Change Management from this meeting minute, displays the Change Management document number in this field.
Latest
Select this option if this is the latest meeting. Contract Management automatically marks it when you create a new meeting.
Business Items tab:
Use this tab to maintain a list of topics discussed at the meeting by adding new business items. Each row represents one business item. You can edit each row by clicking the edit icon.
Add
Click to open the Business Item Dialog Box to add a new business item.
No.
The number assigned to the business item.
Description
A description of this item, including topics discussed and decisions made. Click to open the Business Item dialog box to edit the item.
Status
The status of this business item.
Ball in Court
The person responsible for this item.
BIC Contact
The contact responsible for acting on this business item. Contract Management fills in this field automatically, based on who you specified as the key contact for the company when you set up the contact directory.
Due
The date this item must be completed.
Started
The date work on this item began.
Completed
The date this item was completed.
Activity ID
The P6 EPPM activity associated with this item.
Order Code
The order in which this row appears in the list.
Priority
The priority level for this item, which will appear in the BIC’s Action List.
Attendees tab:
Use this tab to maintain a list of people who attended the meeting. From here you can add the names of attendees. Each row represents one attendee.
Add
Click to open the Attendee Dialog Box to record who attended the meeting.
Attended
A check indicates that this contact was at the meeting.
Company Name
The name of the company that the attendee represents.
Attendee
The name of the person attending the meeting. Click to open the Attendee dialog box.
Order Code
The order in which this row appears in the list.
Delete
Click to remove the attendee from the list.
Issues tab:
Link
Click this to open the Select Issue Dialog Box to link an issue to this item.
Issue Title and Name
The names and titles of issues linked to this item. Click to open the Issue Document Window.
Attachments tab:
Attach File
Click this to open the Attach File Dialog Box to add an attachment to this invoice.
Attach from Repository
Click to attach a document from the content repository. These documents are external to Contract Management, and are not part of the documents created in Contract Management. This link will not display unless the Contract Management administrator set the project content management properties to use the repository. See Configure the Content Management Version Document and Attachment Feature for more information.
Attach URL
Click this to attach a web address to the document. You can also launch an attached document or URL in its native application or delete an attachment.
Note: If you are using Firefox, and if the Attachment Storage Type for the project is set to File Server in the Contract Management Administration application, then you cannot attach files while the I am currently connected to the file server option in the User Settings dialog is selected. To open the User Settings dialog, navigate to the Control Center, right click All Projects, and then click User Settings.
Attachment
The name of the attachment associated with this item. Click to open the attachment.
Subject
A brief description of the item.
Location
The location to which the file is uploaded.
Note: If you get an error message indicating file not found, make sure the virtual directory specified in the Contract Management Administration Application is mapped correctly.
Path
The full path to the file.
File Size
The size of the attached file.
Date Attached
The date the file or link was attached.
Attached By
The user who attached the file or link.
Custom Fields tab:
This tab only displays when one or more custom fields have been defined for the module. Each custom field assigned to this module is shown with applicable values. Custom fields enable you to define additional information about a project. Define the custom fields by right-clicking on the top-level folder (All Projects), and clicking Custom Fields. Custom fields cannot be defined when any users other than the Contract Management administrator are logged onto the system. For more information, see Custom Fields Overview and Add Custom Fields.
Versions tab:
Use the Versions tab to maintain a history of your document changes. This tab only displays when you open the document in View mode, not in Edit mode (open the document by clicking the document name, not the Edit icon beside the document name). On the Versions tab, you can view and access previous versions of the selected document and identify who created the versions and when the versions were created. You can create and preserve a new version of the document at any stage during a project. To create a new version of the current document, choose Version Document from the Select an action drop-down list. You can use the Contract Management Administration Application to configure the Version Document feature to automatically create a new version of your document each time you save the document (see Configure the Content Management Version Document and Attachment Feature for more information).
Version
Lists different versions of the current document in reverse chronological order.
Click view 
to open each version. Each version shows the information available in the document when the version was created.
User Account
Shows the name of the user who created the corresponding version.
Date
The date on which the item was created or issued.
How to access this document window:
to add a new Meeting Minutes document.
Legal Notices
Copyright © 2015,
Oracle and/or its affiliates. All rights reserved.
Last Published Wednesday, June 17, 2015